General questions about data processing

[Jake_Caddes]

1. Does Viva Insights take into account information related to the geolocation of people who use outlook or teams?
2. Does Viva Insights take into account information related to the device of people who use outlook or teams? (For example, if the activity carried out by a certain employee has been carried out from a mobile device or a computer? If so, is information obtained that allows identifying the specific device from which the activity is carried out (for example, if IMEI or IP address is registered)
3. It has been indicated that, among the data to be processed from team meetings, is the “status” of the participants.
   1. What does it mean? Is it available/absent/busy or other?
   2. Is this information only about participants who are inside meetings? Or also as long as they have the application turned on?
4. Regarding instant messages that are monitored through Viva Insights: is only the sender and the time of the first delivery monitored? or something else?
5. Can the number of emails needed to close a message thread be tracked?
6. What does the concept of “calendar metadata” refer to, which is supposed to be part of the information that is analyzed under the Viva Insights service?

[Jake_Caddes · Accepted solution]

Does Viva Insights take into account information related to the geolocation of people who use outlook or teams?

• The system uses the defaults set by the Administrator for the Time zone, Working days and
  Working hours if Individual settings are not detected
• Usually, the Individual Calendar settings in Outlook/Teams are used for reporting purposes

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/use/analyst-settings
• https://docs.microsoft.com/en-us/viva/insights/personal/teams/viva-teams-app-settings

[Jake_Caddes · Accepted solution]

Does Viva Insights take into account information related to the device of people who use outlook or teams? (For example, if the activity carried out by a certain employee has been carried out from a mobile device or a computer? If so, is information obtained that allows identifying the specific device from which the activity is carried out (for example, if IMEI or IP address is registered)?

• The system does not report on the devices being used (computer, tablet, smartphone) or the wifi, network, IP address being used to connect to the internet
•  Similarly, the system does not detect the geo-location of the devices being used to access
  Teams/Outlook
• This information is not tracked, reported on or monitored with the system so cannot be viewed
  by Analysts

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/privacy/differential-privacy
• https://docs.microsoft.com/en-us/viva/insights/privacy/data-protection-considerations

[Jake_Caddes · Accepted solution]

It has been indicated that, among the data to be processed from team meetings, is the “status” of the participants.

1. What does it mean? Is it available/absent/busy or other?
2. Is this information only about participants who are inside meetings? Or also as long as they have the application turned on?

• The system allows you to specifically define how you would like to include or exclude Meeting signals from
  your analysis process (so if an attendee “Accepts”, “Declines” or only “Tentatively accepts” a meeting
  request, how should the system track on and report that response?)
• This is only for Outlook meetings (not Teams status)
• You can do this at two specific levels:
  1. Meeting exclusions – For example, meetings longer than 6 hours or 8 hours, cancelled meetings, large meetings, topics/headings
  2. Attendee exclusions – For example, Tentative accepts, non responses etc.
• The system starts with default settings that can be changed
• As you set up the exclusions, the system shows the impact of each rule

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/tutorials/exclusions-introduction

[Jake_Caddes · Accepted solution]

Regarding instant messages that are monitored through Viva Insights: is only the sender and the time of the first delivery monitored? or something else?

• For IMs, the system tracks the Sender ID, Recipient IDs and Date/Time sent
• The content of and attachments in IMs, Emails and Calls are not recorded or stored in the system

Supporting Documentation:

https://docs.microsoft.com/en-us/viva/insights/privacy/privacy-and-data-access 

[Jake_Caddes · Accepted solution]

Can the number of emails needed to close a message thread be tracked?

• The system is not built to replace the functionality provided by CRM, Call logging, Security or
  Facilities products
•  For example, the system does not track:
  • The time people sign in or log off from their system
  • The time employees arrive at or leave workplaces
  • What people do on their desktop (browser activity, documents working with, programs being used)
  • If desktops are locked or open at certain times
  • Email threads related to specific topics/calls/projects
  • Etc.

[Jake_Caddes · Accepted solution]

Does Viva Insights take into account information related to the geolocation of people who use outlook or teams?

• The system uses the defaults set by the Administrator for the Time zone, Working days and
  Working hours if Individual settings are not detected
• Usually, the Individual Calendar settings in Outlook/Teams are used for reporting purposes

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/use/analyst-settings
• https://docs.microsoft.com/en-us/viva/insights/personal/teams/viva-teams-app-settings

[Jake_Caddes · Accepted solution]

Does Viva Insights take into account information related to the device of people who use outlook or teams? (For example, if the activity carried out by a certain employee has been carried out from a mobile device or a computer? If so, is information obtained that allows identifying the specific device from which the activity is carried out (for example, if IMEI or IP address is registered)?

• The system does not report on the devices being used (computer, tablet, smartphone) or the wifi, network, IP address being used to connect to the internet
•  Similarly, the system does not detect the geo-location of the devices being used to access
  Teams/Outlook
• This information is not tracked, reported on or monitored with the system so cannot be viewed
  by Analysts

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/privacy/differential-privacy
• https://docs.microsoft.com/en-us/viva/insights/privacy/data-protection-considerations

[Jake_Caddes · Accepted solution]

It has been indicated that, among the data to be processed from team meetings, is the “status” of the participants.

1. What does it mean? Is it available/absent/busy or other?
2. Is this information only about participants who are inside meetings? Or also as long as they have the application turned on?

• The system allows you to specifically define how you would like to include or exclude Meeting signals from
  your analysis process (so if an attendee “Accepts”, “Declines” or only “Tentatively accepts” a meeting
  request, how should the system track on and report that response?)
• This is only for Outlook meetings (not Teams status)
• You can do this at two specific levels:
  1. Meeting exclusions – For example, meetings longer than 6 hours or 8 hours, cancelled meetings, large meetings, topics/headings
  2. Attendee exclusions – For example, Tentative accepts, non responses etc.
• The system starts with default settings that can be changed
• As you set up the exclusions, the system shows the impact of each rule

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/tutorials/exclusions-introduction

[Jake_Caddes · Accepted solution]

Regarding instant messages that are monitored through Viva Insights: is only the sender and the time of the first delivery monitored? or something else?

• For IMs, the system tracks the Sender ID, Recipient IDs and Date/Time sent
• The content of and attachments in IMs, Emails and Calls are not recorded or stored in the system

Supporting Documentation:

https://docs.microsoft.com/en-us/viva/insights/privacy/privacy-and-data-access 

[Jake_Caddes · Accepted solution]

Can the number of emails needed to close a message thread be tracked?

• The system is not built to replace the functionality provided by CRM, Call logging, Security or
  Facilities products
•  For example, the system does not track:
  • The time people sign in or log off from their system
  • The time employees arrive at or leave workplaces
  • What people do on their desktop (browser activity, documents working with, programs being used)
  • If desktops are locked or open at certain times
  • Email threads related to specific topics/calls/projects
  • Etc.

[Jake_Caddes · Accepted solution]

What does the concept of “calendar metadata” refer to, which is supposed to be part of the information that is analyzed under the Viva Insights service?

• All collaboration metadata signals (generated by any M365 activity when
  employees collaborate using Teams or Outlook) are consolidated into
  meaningful information that can be used to track, report on and measure
  to see how trends change over time
• This is always based on the Email addresses of Employees and Managers
  (but is always anonymized to ensure data privacy and confidentiality)
• There are over 160 metrics that can be tracked on the system (assigned
  under Person, Meeting, Network, Group to group and Person to group
  categories)
• These Metrics can also be filtered further to improve accuracy of the
  measurement (e.g., IsCancelled, Declined, Double Booked, No response
  etc.)

Supporting Documentation:

• https://docs.microsoft.com/en-us/viva/insights/privacy/privacy-and-data-access
• https://docs.microsoft.com/en-us/viva/insights/use/metric-definitions
• https://docs.microsoft.com/en-us/viva/insights/use/metric-filters